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  1. Humanitarian responsibility. "Do not harm" (prevention of negative impacts, we are guests, respect local cultures)
  2. Protection of victims. Presence with the victims as protection
  3. Collaboration with stakeholders (local, international): exchange know-how, optimization of resources, empowerment, sustainability
  4. Commitment to improve the education and training of our teams (national staff) and beneficiaries.
  5. Prioritization of the most vulnerable groups. Women, the elderly and children
  6. Maximum participation of the beneficiaries. Search for their autonomy, listening mechanisms
  7. Respect for the environment.
  8. Environmentally friendly technical solutions, R&DRandD, impact analysis, community awareness
  9. Integrated approach to interventions/Coordination with other organizations

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These policies are included, or referenced as well, in the Terms & and Conditions (T&CTandC) attach to any PO where should inform as well, about the feedback mechanism in place, allowing the suppliers to inform about any potential misuse or deviation perceived.

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Step in the procurement Process

Acronym

Document´s Name

Definition

Sourcing

BOQ

Bill Of Quantities

A document used in tendering in the construction industry in which materials, parts, and labor (and their costs) are itemized

EOI

request for Expression Of Interest

A formal notification aimed at determining the capacity, interest, and availability of potential suppliers in the market to deliver the goods and services required

RFI

Request For Information

Is used to supplement the writing of the technical annexes to the solicitation documents and ensure those are accurate and have a comprehensive set of requirements.

Requisition

PR

Purchase Request

The standard and official form to request a purchase

SOW

Scope of Work

Is used in all types of civil, mechanical, electrical or other engineering/installation services for works, as well as the supply of construction materials and equipment included therein. It provides all information required to allow the contractor to undertake the works.

TOR

Terms of Reference

A description of the work to be performed, the level of quality and effort, the timeline and the deliverables, used to define the performance requirements for services that cannot easily quantified.

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Technical Specifications

A document drawn up by the Contracting Authority setting out its requirements and/or objectives in respect of the provision of supplies, specifying, where relevant, the methods and resources to be used and/or results to be achieved.

Solicitation

RFQ

Request For Quotation

A written request made to suppliers for the purchase of goods or services, up to a maximum value stablished by the organization.

ITB

Invitation To Bid

A letter sent to selected candidates in a restricted procedure or competitive negotiated procedure inviting them to submit a bid. This term is use interchangeably with “RFQ” in this guide.

RFP

Request For Proposal

A written request made to suppliers for complex purchase exceeding the maximum value stablished by the organization. This term is use interchangeably with “Tender Dossier” in this guide.

 

Tender Dossier

The dossier compiled by the Contracting Authority and containing all the documents needed to prepare and submit a tender.

Evaluation

ET

Evaluation Table

Tool aimed to compare the different bids received and present them in a Comparative Table.

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Tender Report

Document where present every detail about a tender process, including a comparative table and a reasoned proposition to award the contract

Ordering & and Contracting

PO:

Purchase Order

A financial commitment that confirms the purchase details (Units, quantity, price, delivery time & and Location, etc), officialising the Order

T&CTandC

Terms & and Conditions

The applicable rules governing the purchase of a product, service or works.

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Contract

Legally binding agreement between the organization and the supplier. It defines the Terms & and Conditions for the good and services provision, as well as the signatories related rights and obligations. (see Contracts).

LTA or FWA

Long-Term or Framework Agreement

A contract concluded between a Contracting Authority and an economic operator for the purpose of laying down the essential terms governing a series of specific contracts to be awarded during a given period, in particular as regards the duration, subject, prices, conditions of performance and the quantities envisaged. ( see LTAs)

Reception

DN

Delivery note

Documentary proof that the supplier commitments have been fulfilled.

RN

Reception note

Documentary evidence of the transfer of responsibility of a cargo.

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Commercial Invoice

A document that state the parties involved in the transaction, describe the goods purchased and indicate their value.

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The documents involved in the solicitation process can be different depending on the type of competition that applies (see Procurement Procedures) and the nature and complexity of the good and services being procure. It is important that all documentation contains details on procedural, technical, financial and contractual components, which suppliers must follow when submitting their offers. They are build based on templates, customized to fit the specificities of the procedure undertaken and completed with the details applicable to each solicitation.

In general, any Solicitation document, no matter the procedure, will contain:
What is Required
  • Depending on the nature:
    • For goods; Technical specifications (Functional, conformance and performance Specifications for products)
    • For services; Terms of Reference (TOR) (background, objectives, deliverables, standards to be met, performance evaluation method, timelines, etc.)
    • For construction works or services; Statement of works (SOW) shall provide all information required to allow the contractor to undertake the works (e.g., location, time schedules for the execution of the works, relevant information about the construction site and other technical requirements that are deemed necessary).
    • Quantities
  • Expected Delivery Conditions; means, times and place.
Instruction to suppliers
  • Instructions for preparation and submission, submission language.
  • Timing: deadline for submission, offer validity and expected award times.
  • Details of pre-bid where applicable. (meetings/site visits, and/or samples/ demonstrations)
  • Method of evaluation and evaluation criteria.
  • Payment terms.
  • Contact information.
The applicable Terms
&
and Conditions
  • Ethical policies to be adhered by the supplier
  • Special conditions applicable as; Termination; Trade Terms; Inspection; Warranties; Rights and Obligations; Remedies; Subcontracting; etc.

The solicitation document must to be distributed simultaneously among the preselected suppliers with sufficient time to analyze and properly build offers. The solicitation document could contain a standard submission format facilitating the comparison among the offers during the evaluation phase.

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Once the proposal to award a supplier has been validated, the selection of the suggested supplier should be validated by the requisite internal approval process of the agency. The award decision should be communicated to the winning supplier, and unsuccessful suppliers shall be notified establishing a mechanism able to debrief them and take note of any possible complaint.

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Ordering

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and Contracting

Each order has to be formalized by modifying the standard templates for this purpose, the Contract or the simpler Purchase Order.

The PO is a financial commitment that confirms the purchase details (Units, quantity, price, delivery time & and Location, etc), officialising the Order.

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Contracts are legally binding agreements between the organization and the suppliers. They define the Terms & and Conditions for the good and services provision, as well as the signatories related rights and obligations. (see Contracts). Contracts are used when there is a need to specify the conditions in a complex order (partial deliveries, different timings or location, special conditions of the product, high financial volume or potential risk for the organization, etc) and always for a work or a specialized Service

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The organization must establish a threshold beyond which the relationship can no longer be formalized through a PO and a contract becomes necessary. However, the Organization´s Terms & and Conditions applies in any case, therefore, a simplified T&C TandC must to be communicated (attached to the PO) and Respected by both parties. The act of signing the PO - and the organization´s T&CTandC- by the supplier makes the PO become a simplified contract.

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Reception

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and Payment

The order documents (PO or contract) must clearly indicate the delivery conditions, who will assume responsibility for moving goods, when and where it is intended to transfer responsibility for the products and all the necessary details to plan accordingly and put in place any necessary means in terms of transport and logistics.

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  • Suppliers’ survey and /or publication (tender, Expression of Interest…)
  • Collection of technical/financial offers
  • Internal review of survey (offers analysis & and comparison)
  • Approval of the supplier selection
  • Review of the documentation and financial commitment authorization
  • Publication/Communication of results
  • Order and/or contract’s signature
  • Receipt/transport of the purchase
  • Payment to the supplier (based on previously agreed conditions)
  • Final update, review of purchase dossier and its archiving.

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Direct Purchase or Single Quotation

Competitive, Negotiated Procedure

Tender

Threshold

Low value

Medium

High

Level of publicity:

None

Medium (min. 3 suppliers contacted)

High (publication in media, public opening of offers, public award notice)

Evaluation:

Light, one person

Medium (Logistician + Requester)

High (Tender Evaluation Committee, min. 3 people)

Documents:

Few (PR, PO, Invoice)

Medium (PR, QR, Qs, ET, PO, Invoice, DN)

High (13 templates)

Validation:

Field level

Country Level + HQ (in some cases)

Country + HQ for Tender Dossier & and supplier selection

§  The Concept of Threshold

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